Program Policies & Agreement
Please read the following policies carefully. By registering with ICM Tennis, you confirm that you have read, understood, and agreed to all terms outlined below.
1. Court Access & Facility Use
Participants and their accompanying guardians agree to the following facility access conditions:
- ✔ Tennis courts may only be accessed under the direct supervision of an assigned ICM Tennis instructor during scheduled lesson times.
- ✔ Use of courts or any amenities outside of allocated lesson times is strictly prohibited.
- ✔ Participants are not permitted to use ancillary facilities including basketball courts, swimming pools, volleyball courts, soccer fields, workout gyms, or track and field areas.
- ✔ Violation of these access conditions may result in immediate removal from the program without refund.
2. Lesson Structure & Duration
Lesson Format
- ✔ Each session is 60 minutes in total duration.
- ✔ 55 minutes are dedicated to active instruction on court.
- ✔ The remaining time is allocated for performance feedback, equipment sanitization, and session preparation.
Scheduling & Instructor Changes
ICM Tennis strives to maintain consistent scheduling and instructor assignments. However, participants acknowledge that:
- ✔ Lesson times are subject to change and a permanent time slot is not guaranteed.
- ✔ Instructor reassignments may occur when operationally necessary.
- ✔ Reasonable advance notice will be provided for any such changes.
3. Makeup & Cancelled Classes
Participant Absences
ICM Tennis does not offer makeup sessions for lessons missed by participants.
This policy is consistent with standard practice across organized sports programs including soccer, swim lessons, and hockey — where missed class time cannot be recovered.
ICM-Initiated Cancellations
In the event that ICM Tennis must cancel a scheduled session due to unforeseen circumstances — including but not limited to:
- ✔ Court unavailability
- ✔ Inclement weather
- ✔ Instructor emergency
A makeup session will be scheduled and participants will be notified as soon as possible.
4. Payment & Billing Policy
Payment Terms
- ✔ Participants authorize ICM Tennis to automatically debit the registered payment method on the 20th of each month.
- ✔ It is the participant's responsibility to maintain valid, up-to-date payment information prior to each billing date.
- ✔ If a monthly payment cannot be processed, the participant's reserved spot will be released without guarantee of reinstatement.
- ✔ No refunds or credits will be issued once a monthly payment has been processed.
No Refund Policy
All payments made to ICM Tennis are non-refundable and non-transferable. This includes:
- ✖ Partial refunds for early withdrawal
- ✖ Credits toward future sessions or seasons
- ✖ Transfers to another participant or program
- ✖ Refunds for participant-initiated absences
5. Season Commitment & Recurring Enrollment
Upon registration, all participants — or parents/guardians registering on behalf of a child — acknowledge and agree to the following commitment structure:
- ✔ A minimum commitment of one full season (four months) is required at the time of registration.
- ✔ Cancellation requests or refund claims will not be accepted prior to the conclusion of the initial four-month season.
- ✔ By completing registration, you confirm your commitment to the full season duration and acknowledge that partial or full refunds will not be issued for early withdrawal.
Automatic Renewal: Following the initial four-month season, enrollment will automatically continue on a monthly recurring basis until a formal cancellation notice is received.
This structure ensures program consistency, fairness to all participants, and allows ICM Tennis to maintain the quality and continuity of its offerings.
6. Withdrawal Procedure
- ✔ Written notice must be submitted to info@icmsportacademy.ca a minimum of 30 days prior to the requested withdrawal date.
- ✔ All withdrawals must be effective at the end of a calendar month — mid-month withdrawals are not recognized.
- ✔ Example: To withdraw effective October 31st, written notice must be received no later than September 30th.
- ✔ While notice may be submitted mid-month, no refund will be issued for the remainder of that month's lessons.
Verbal or informal requests will not be accepted. Only written email notice to the address above constitutes a valid cancellation request.
7. Release of Liability & Assumption of Risk
By registering with ICM Tennis, participants (or parents/guardians on behalf of minors) hereby release, remise, and forever discharge ICM Tennis and all of its employees, coaches, staff, affiliates, and representatives from all claims, damages, and causes of action — known or unknown — arising from participation in any ICM Tennis program, at any facility or location where programs are conducted. This includes but is not limited to:
- ✔ Physical injury, accident, or harm sustained during participation
- ✔ Loss or theft of personal property at any program location
- ✔ Emotional distress or psychological impact arising from participation
- ✔ Any incident occurring at or in transit to/from a program facility
Participants further agree to indemnify and hold harmless ICM Tennis and its representatives from any third-party claims arising from participant conduct during program activities.
Tennis is a physical activity with inherent risks. All participants voluntarily assume full personal responsibility for those risks upon registration.
8. Medical Authorization & Emergency Consent
Emergency Authorization
In the event of a medical emergency occurring during an ICM Tennis program or activity, participants authorize ICM Tennis representatives to:
- ✔ Arrange and administer appropriate first aid or emergency medical treatment
- ✔ Contact emergency medical services and facilitate transportation to medical facilities
Financial Responsibility
Participants acknowledge and accept full financial responsibility for:
- ✔ All costs associated with emergency medical care
- ✔ Emergency transportation expenses
- ✔ Any follow-up medical treatment required
ICM Tennis strongly recommends that all participants maintain current personal health insurance coverage.
9. Conduct & Participant Standards
All participants are expected to uphold the following standards at all times during ICM Tennis programs:
- ✔ Conduct themselves in a respectful and professional manner toward coaches, staff, and fellow participants
- ✔ Follow all instructions provided by ICM Tennis coaches and staff
- ✔ Adhere to all safety protocols and facility rules specific to each venue
- ✔ Disclose any relevant medical or health conditions prior to participation
Failure to comply with conduct standards may result in immediate dismissal from the program without refund or credit.
Acknowledgement & Agreement
By completing registration with ICM Tennis, I confirm that I have read, understood, and voluntarily agreed to all policies outlined above. I acknowledge that I have disclosed any relevant medical or health information, reviewed all facility-specific court rules, and fully understand the terms of the Release of Liability, Waiver of Claims, and Assumption of Risk. I confirm that my agreement is given freely and without duress.